Have a look Before Planning a Hybrid Event

So you’re thinking of planning a hybrid event? Well, we congratulate you! Because now things are slowly starting to open up again and small gatherings of people are allowed, they will become the norm. Just like a few months ago, virtual events were the next big trend. But the thing about hybrid events is that they are a bit complex. Because now you have to consider both personal experience and external experience. You need to plan the venue and the platform, and elements such as enjoyment, production and networking need to be considered from two different angles.

Okay, that makes it sound like it’s a daunting task. But don’t be afraid! If there is one thing that event professionals have proven recently, it is that they are flexible and resourceful from start to finish. And this means that planning a hybrid event is more of an exciting and well-received challenge than a tedious task that you have to endure. To help you out, this article will cover the basics that you need to rethink when thinking about a hybrid experience. So let’s get started!

Why Exactly Are You Doing This?

Through thick and thin, we have always preached the philosophy of thinking “Why am I doing this?”. Because no matter what type of event you are planning, the objectives of the experience must be prioritized. And if your answer to this question in the context of hybrid events is “because everyone does it”, then you need to take a step back.

Doing something just to jump on a random train rarely works as a solid foundation for something. So, take it easy and take the time to think about the type of experience you are trying to create. Who will be present? Should you be looking for a simple or more complicated live streaming solution? What would be the timeframe that would work best for everyone involved?

Take the time to describe the needs of your event and how aspects such as production fit into the bigger picture. Not all hybrid events are the same. Deciding how the house will be built begins with considering the design of all the rooms that will go into it first, and only then get the necessary tools to start construction.

The Juicy Bits: Virtual and Personal

Perhaps the most overwhelming part of planning a hybrid event is the fact that you have to plan for two audiences. But we cannot stress enough the importance of giving both audiences the same amount of love. When virtual events weren’t as popular as they are today, keeping them involved was a big problem.

But now that planners have had time to learn the ins and outs of virtual audience engagement, there’s no excuse for not succeeding. Keep in mind that even if you have a personal component, external participants are still a large part of your audience.

So how can you handle this? Well, there are many ways to ensure that both audiences feel included in the experience. And although there are different aspects that depend on the design of your particular event, the mindset is universal.

The Hybrid Mentality

Think about the unique benefits you will offer to each of your audiences. There’s clearly something of value that you’re offering, and that’s why people want to be there in the first place. But while the in-person audience enjoys face-to-face networking, enjoys live enjoyment, dining, coffee breaks and more, the virtual audience doesn’t. it is therefore essential to take the time to offer this segment of participants Something for them that shows that they are not an afterthought.

And it can take many forms, from food delivered directly to their homes to digital goodie bags and one-on-one interactions with speakers. The lack of options, of course, is not a problem, and you can adjust them depending on the purpose of your event, connecting with sponsors and, of course, depending on the budget – more on this after.

Don’t forget everything you’ve learned about the virtual
A few months ago, planners had to put everything they knew about in-person events on hold. The new paradigm required that they be educated about everything that was too virtual. The industry has witnessed a massive upheaval of astronomical proportions that has proven how flexible and resourceful event professionals are.

But with a new change on the horizon, the temptation arises to let go of all this newly found knowledge. However, this true, you need to keep in mind that the hybrid is not the return of the person, but rather the union with the virtual. Everything you have preached is still valid. You should always know how to keep virtual audiences engaged, how to work with sponsors, how to train your speakers, etc.

Planning A Hybrid Event: Final Thoughts

Today we’ve covered some of the most important things to consider when planning a hybrid event. Don’t worry, that’s not all there is! In the coming weeks, we will be working hard to create content that will help you better understand how everything works. And if there are any specific questions that you would like to have answered, please let us know.

The Endless team has planned enough in-person, hybrid and virtual events to help you along the way. From a production point of view, you can’t wish for better allies! So stay tuned for more exciting news and educational news about planning a hybrid event. And if you’re ready to take the plunge, go ahead and send us a message!